Prior information notice
This notice is for prior information only
Section I: Contracting
authority
I.1) Name and addresses
Portsmouth City Council
Civic Offices,Guildhall Square
PORTSMOUTH
PO12AL
UK
Contact person: Procurement Service
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
NUTS: UKJ31
Internet address(es)
Main address: https://www.portsmouth.gov.uk/services/business/procurement/contract-opportunities-with-us/
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.portsmouth.gov.uk/services/business/procurement/contract-opportunities-with-us/
Additional information can be obtained from the abovementioned address
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Design, Supply & Installation Solar Photovoltaic(PV) Panel Systems & Associated Equipment - Multi Contractor Framework 2024
II.1.2) Main CPV code
45261215
II.1.3) Type of contract
Works
II.1.4) Short description
Portsmouth City Council (the Council) is issuing this Prior Information Notice to advise suitable PV installation contractors of the intention to create a new framework for the Design, Supply & Installation Solar Photovoltaic (PV) Panel Systems & Associated Equipment to replace the existing Framework Agreement, which expires in August 2024.
The purpose of this PIN is to engage with the market to obtain a better understanding of the level of interest from potential contractors in delivering the associated works. To provide further information on the new framework, the draft version of the Framework Overview and Operational Procedure Document will be made available by the Councils e-sourcing system InTend - Intend https://in-tendhost.co.uk/portsmouthcc/aspx/home.
Interested Contractors are invited to express their interest and, at their own option, provide feedback on the prosed framework and lotting structure using the correspondence function on Intend. Contractors who express interest during the PIN will be advised when the Contract Notice is published, though the tender opportunity will be open to all suitably experienced contractors when the opportunity is published.
Framework Overview
Contractors on the new framework will be expected to undertake a range of energy generation works, including the design, supply installation, operation, and maintenance of solar photovoltaic (PV) panel systems and associated equipment, taking on the role of Principal Contractor or sub-contractor to oversee and manage works using a range of either direct labour or through sub-contractors.
The Framework will serve as the primary route to procure solar PV, battery storage and electric vehicle charge point (EVCP) installation projects for Portsmouth City Council, with works generally being undertaken to the Councils portfolio of nearly 15,000 social housing properties and 900 corporate assets to help contribute towards the Council's 2030 Net Zero Carbon target.
The framework will be split into two lots, to cover lower value higher frequency call offs and higher value more complex packages of works.
Contractors will be able to apply to either or both lots of the framework agreement.
The framework agreement will be established via evaluation of tenders submitted for the following live Council projects:
Lot 1 - Brambles Infant School and Nursery -Supply and Installation, with elements of Contractor's Design of 40kWp Solar Photovoltaics (PV) at Brambles Infant School and Nursery - value estimated at £40K
Lot 2 - Mountbatten Centre - Design, Supply and Installation of 265kW Solar Photovoltaics (PV) at Mountbatten Centre - value estimated at £240K
The framework will allow for award of call off contracts via mini-competition and direct award against a range of options.
The Council is aiming to have established the framework agreement by October 2024. Once in place the agreement will run for a duration of 4 years.
The framework will be available for access to all contracting authorities- situated within Hampshire, Isle of Wight, East Sussex, West Sussex, Dorset, Surrey, Wiltshire, Dorset and Oxfordshire who may use this framework agreement to install systems across their property portfolios.
The value and type of individual call offs is expected to vary considerably due to the Council's extensive portfolio.
The Council will establish the framework agreement in accordance with the Open Procedure as defined within the Public Contracts Regulations (2015).
The Council is aiming to issue the Tender on Tuesday 4th June 2024 under the following top level programme -
Bidders briefing session - 17/06/24 at 14:00
Tender return deadline - 8/07/24 at 10:00
Contract and Framework Award decision - 16/08/24
Start of works onsite - both lots - 28/10/24
Completion of works -lot 1 - 29/11/24
Completion of works -lot 2 - 20/12/24
II.1.5) Estimated total value
Value excluding VAT:
75 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
The framework will be split into two lots, to cover lower value higher frequency call offs and higher value more complex packages of works -• Lot 1 - works to the value up to £150K, typically in the region of £20K to £50K. There will be up to 14 contractors on this lot, with a primary tier of 6 contractors and a secondary tier of up to 8 contractors.• Lot 2 - works from £150K, with no upper limit for the works but typically the works will range from £150,000 to £400,000. There will be up to 10 contractors with 5 contractors on the primary tier and up to 5 contractors on the secondary tier.
II.2) Description
Lot No: 1
II.2.1) Title
Lot 1
II.2.2) Additional CPV code(s)
09331000
09332000
31158100
31400000
31500000
31681000
42511110
44523200
45351000
45400000
71240000
71250000
71320000
II.2.3) Place of performance
NUTS code:
UKJ14
UKJ2
UKJ3
UKK14
UKK23
UKK24
UKK25
Main site or place of performance:
Portsmouth
II.2.4) Description of the procurement
Lot 1 - works to the value up to £150K, typically in the region of £20K to £50K. There will be up to 14contractors on this lot, with a primary tier of 6contractors and a secondary tier of up to 8contractors.
Tier 1 contractors ranking will be based on the highest scoring contactors during the initial Framework setup.
The scope of works / services / supplies that maybe procured via the framework includes, but is not limited to:
• Design, supply and installation work to properties for -
o Solar PV
o Battery Storage
o Electric Vehicle Charge Points
• Project Management
• Supply of all materials associated with the Solar Photovoltaic System & Batteries
• Design, supply and installation of associated technologies and services - EV charging points, retrofitting systems with battery storage.
• Site preparation including for removal of any existing PV and other equipment
• Installation Works
• Testing and Commissioning
• Operational and Maintenance Documentation
• Servicing & Maintenance - as required
The value and type of individual call offs is expected to vary considerably due to the Council's extensive portfolio. Works will be undertaken, but not limited to:
• Social housing
• Schools
• Libraries
• Community Centres
• Cultural Assets
• Shops
• Industrial Units
• Other Business
In addition to use on Council assets, the Framework may be used by the Council when undertaking projects on behalf of other local authorities or external clients. Typically, the type of works, scale and buildings would be similar to the PCC property portfolio.
The Council will also have the option to mandate the use of either tier Framework Contractors as sub-contractors on other projects. For example, the Council may ask the Contractors on the Primary Contractor Framework to select a Contractor on Lot1 of the Solar PV Framework Contractors as a mandated sub-contractor.
For standard works the secondary tier will be held in reserve and only be invited to take part in mini-competitions where the primary tier has been reduced in number. The secondary tier may also be invited to take part in mini-competitions for non-standard works - high value, alternative procurement / contracting strategies, etc. - or for works required at geographical locations that are a significant distance from the project works to establish the framework.
To ensure that the primary tier remains competitive over the course of the framework agreement both tiers of the contractors may be invited to bid for standard works with the results of the mini-competition used to re-establish the primary and secondary tiers.
Call off contracts will generally be let via mini-competition but may also be let via direct award in, but not limited to, the following circumstances:
• On a ranked basis
• Repeat work basis
o On a repeat work basis based on previous award decisions and contractors' performance
o On a repeat work basis where a contractor has demonstrated significant relevant delivery experience from their portfolio of works in relation to the project scope
• Incorporating additional works into an existing contract
Where other contracting authorities utilise the Framework, they will be charged a 1% (of the contract value) fee to contribute towards PCC costs incurred in the setup and ongoing management of the Framework. PCC will invoice the contracting authority once practical completion of individual call offs have been awarded.
There will be no rebate applied to future works which the Council as Framework owner contracts for directly or provides full employers management services for.
II.2.14) Additional information
Description of options
The majority of call off contracts will be let using the JCT Minor Works Contract w/ Contractors Design or the JCT Intermediate Construction Contract w/Contractors Design, however the full suite of JCT contracts maybe utilised. The majority of call off contracts will be let via traditional single stage tender - whether via mini-competition or direct award. However alternative procurement strategies such as 2 stage open book partner contracting may also be utilised.
Lot No: 2
II.2.1) Title
Lot 2
II.2.2) Additional CPV code(s)
09331000
09332000
31158100
31400000
31500000
31681000
42511110
44523200
45351000
45400000
71240000
71250000
71320000
II.2.3) Place of performance
NUTS code:
UKJ14
UKJ2
UKJ3
UKK14
UKK23
UKK24
UKK25
Main site or place of performance:
Portsmouth
II.2.4) Description of the procurement
Lot 2 - works from £150K, with no upper limit for the works but typically the works will range from£150,000 to £400,000. There will be up to 10contractors with 5 contractors on the primary tier and up to 5 contractors on the secondary tier.
Tier 1 contractors ranking will be based on the highest scoring contactors during the initial Framework setup.
The scope of works / services / supplies that maybe procured via the framework includes, but is not limited to:
• Design, supply and installation work to properties for -
o Solar PV
o Battery Storage
o Electric Vehicle Charge Points
• Project Management
• Supply of all materials associated with the Solar Photovoltaic System & Batteries
• Design, supply and installation of associated technologies and services - EV charging points, retrofitting systems with battery storage.
• Site preparation including for removal of any existing PV and other equipment
• Installation Works
• Testing and Commissioning
• Operational and Maintenance Documentation
• Servicing & Maintenance - as required
The value and type of individual call offs is expected to vary considerably due to the Council's extensive portfolio. Works will be undertaken, but not limited to:
• Social housing
• Schools
• Libraries
• Community Centres
• Cultural Assets
• Shops
• Industrial Units
• Other Business
In addition to use on Council assets, the Framework may be used by the Council when undertaking projects on behalf of other local authorities or external clients. Typically, the type of works, scale and buildings would be similar to the property portfolio.
The Council will also have the option to mandate the use of either tier Framework Contractors as sub-contractors on other projects. For example, the Council may ask the Contractors on the Primary Contractor Framework to select a Contractor on Lot 2 of the Solar PV Framework Contractors as a mandated sub-contractor.
For standard works the secondary tier will be held in reserve and only be invited to take part in mini-competitions where the primary tier has been reduced in number. The secondary tier may also be invited to take part in mini-competitions for non-standard works - high value, alternative procurement / contracting strategies, etc. - or for works required at geographical locations that are a significant distance from the project works to establish the framework.
To ensure that the primary tier remains competitive over the course of the framework agreement both tiers of the contractors may be invited to bid for standard works with the results of the mini-competition used to re-establish the primary and secondary tiers.
Call off contracts will generally be let via mini-competition but may also be let via direct award in, but not limited to, the following circumstances:
• On a ranked basis
• Repeat work basis
o On a repeat work basis based on previous award decisions and contractors' performance
o On a repeat work basis where a contractor has demonstrated significant relevant delivery experience from their portfolio of works in relation to the project scope
• Incorporating additional works into an existing contract
Where other contracting authorities utilise the Framework, they will be charged a 1% (of the contract value) fee to contribute towards PCC costs incurred in the setup and ongoing management of the Framework. PCC will invoice the contracting authority once practical completion of individual call offs have been awarded.
There will be no rebate applied to future works which the Council as Framework owner contracts for directly or provides full employers management services for.
II.2.14) Additional information
Description of options
The majority of call off contracts will be let using the JCT Minor Works Contract w/ Contractors Design or the JCT Intermediate Construction Contract w/Contractors Design, however the full suite of JCT contracts maybe utilised. The majority of call off contracts will be let via traditional single stage tender - whether via mini-competition or direct award. However, alternative procurement strategies such as 2 stage open book partner contracting may also be utilised.
II.3) Estimated date of publication of contract notice:
04/06/2024
Section IV: Procedure
IV.1) Description
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
Section VI: Complementary information
VI.3) Additional information
Framework Value
Due to the wide scope of access and inability to provide usage commitments the Council is unable to provide any accurate estimates of total value of work that may be let via the framework agreement over the total allowable term.
However, total values should be in the region of £30m based on current project pipelines over the next 4 years for both lots but could rise to £75M based on take up from additional contracting authorities.
The Council anticipates around £5M of the spend will be via lot 1 and £25M will be via lot 2, though as stipulated above this could changed depending on take up through additional contracting authorities.
This figure could be exceeded if a significant level of further demand is brought forward, either by eligible contracting authorities that the Council does not currently have business relationships with or via of private sector commercial / industrial customers.
List and brief description of conditions
Contractors will need to hold the following accreditations -
NICEIC (Commercial Level), NAPIT, ECA or equivalent.
Solar PV Microgeneration Certification Scheme or equivalent.
Framework Overview and Operational Procedure Document -
Further details can be found in the Solar PV & Associated Equipment Framework 2024 -2028 - Framework Overview and Operational Procedure Document draft, which can be accessed via Intend.
The document provides the following information in more detail -
1.0 Summary
2.0 Historical Usage
3.0 Future Use
4.0Framework Management
4.1 Procurement Compliance
4.2 Contractor Performance
5.0 Framework Operation
6.0Awarding Work
6.1 Call-Off Process - Standard Works
6.2 Call Off Process - Non-Standard Works
6.3 Call-Off Process - Direct Award
7.0 Rebate
VI.5) Date of dispatch of this notice
29/04/2024